18.8. Manage Your Hosted Subscription, Seats, and Cancellation

An MSP needs enough staff licenses for delivery without losing track of upcoming charges. Hosted subscription management keeps license usage, payment details, invoices, and cancellation controls together. Before adding technicians for a Pioneer Law Group rollout, check the available licenses and the cost shown in the change preview.

Before you begin

This page covers hosted workspaces on algapsa.com using the Enterprise account-management implementation. Appliance licenses use the separate licensing portal linked below. Open your user menu and select Account to reach hosted Account Management.

The page requires account_management:read permission; starting an AlgaDesk product upgrade additionally requires account_management:update. Billing changes also require a configured subscription and billing service. A Solo account shows Upgrade to Pro instead of the ordinary add/remove license controls; tier-upgrade controls depend on the tier-upgrade-flow feature flag.

Review usage and billing

1. Open Account and check Licenses Used, Status, and Next Billing.
2. Expand License Details to compare Total Licenses, Active Users, and Available.
3. Expand Payment Information to review Current Payment Method and Billing Email. Select Update Payment Method when the card needs changing.
4. Expand Subscription Details for Subscription Status, Billing Cycle, Current Period, and Next Billing Date.
5. Open Recent Invoices and use View PDF for an available invoice.

Use the prices and dates displayed for your subscription when approving a change. Avoid estimating a charge from the number of new users alone, because the confirmation can include proration or a trial-specific billing date.

Add or reduce licenses

1. Select Add Licenses and enter Licenses to add. This is an increment: adding two to five produces a New total of seven.
2. Review the displayed total and proceed to Confirm License Update. For a paid increase, inspect the prorated immediate charge before selecting Confirm & Pay Now. During a trial, the preview shows No charge during your trial and uses Confirm.
3. To reduce capacity, return to Account and select Remove Licenses. Enter the desired New License Count, then select Review Removal.
4. Review the effective date and select Confirm Removal. A reduction is scheduled for the end of the current billing period rather than immediately removing capacity.

The new total must be at least one and must accommodate all active users. If it is too low, use Go to User Management, deactivate the appropriate users, and review the reduction again.

Respond to a trial payment reminder

The hosted reminder workflow schedules an email two days before the trial's first payment, rechecking that the account is still billable and has no scheduled cancellation. The message identifies the first payment date and links to Manage Subscription. Review the plan, payment method, and license count, or cancel before the stated date if you do not intend to continue.

The reminder is sent to an active administrator when an eligible recipient is available. It is a reminder of automatic continuation, not a requirement to approve the first charge by replying to the email.

Cancel and check the access-end date

1. In Danger Zone, select Cancel Subscription.
2. Read the date in Cancel subscription?. Reason (optional) and Details (optional) let you provide feedback without making feedback mandatory.
3. Select Cancel Subscription to confirm, or Keep subscription to close the dialog.
4. Check the scheduled-end message after success. Everyone can keep using the workspace until the displayed date.

Cancellation supports active, trialing, and past-due subscriptions. During a trial, cancellation is scheduled for the trial end before the first charge. Cancellation also replaces a scheduled license reduction; the dialog flags that existing change.

Return while deletion is pending

On the website's order form, an eligible returning account shows Welcome back and Email my account admin. Select that action, then have the account owner follow the reactivation email and complete checkout. Successful payment starts restoration, and the completion page instructs the owner to check email to set a new password.

Restoration is available while deletion is pending, before deletion has started. If completion fails, retain the displayed Transaction ID for support instead of assuming the workspace is restored.

Upgrade AlgaDesk to AlgaPSA

For an AlgaDesk workspace, select Upgrade to AlgaPSA in Account Management. Review Seats, Billing interval, and Prorated amount due today, then select Confirm Upgrade. Keep the window open while progress is displayed. After success, other signed-in users must log out and back in to see AlgaPSA.

Related

• Manage appliance licenses in the licensing portal
• Manage users
• Sign in to AlgaPSA